Free excavator monthly inspection checklist
Free excavator monthly inspection checklist for competent persons covering welds, hoses, pins, ROPS/FOPS and function test under load.
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Updated 26 Oct 2026
Excavator Monthly Inspection Checklist
Competent-person inspection
Structure & welds
Hydraulic hoses
Pin & bush play
ROPS/FOPS certification
Service history & defect log
Oil sampling
Function tests at rated load
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Short answer
An excavator monthly inspection checklist records a competent person's check of structural welds, hoses, pin and bush play, coupler pin retention, ROPS and FOPS labels, hour meter, defect log, fluid samples and a function test under load. The monthly cadence is common practice, not a legal interval. Model WHS reg 213 requires inspection by a competent person following the manufacturer's recommendations.
Checked against Model WHS Regulations as at 5 December 2025 (cited within as the Work Health and Safety Regulations 2011) on by the MapTrack templates team. How we check templates
Key takeaways
- The MapTrack excavator monthly inspection checklist contains 37 checks across 7 sections. Sections covered: Structure & welds, Hydraulic hoses, Pin & bush play, ROPS/FOPS certification, Service history & defect log, Oil sampling, Function tests at rated load.
- Reg 213 bases inspection on the manufacturer's recommendations; annual inspection applies only where following manufacturer or competent person recommendations is not reasonably practicable.
- Keep the monthly inspection separate from the operator's daily pre-start and the hour-based services; each catches different defects.
- Measure and record pin and bush play and hose chafing so wear can be trended to the next major service.
- Check slew ring bolts to the manufacturer's procedure, torque and interval, and record which bolts were checked.
- Machines in low use still need the calendar check, because corrosion, hose perish and pin seizure continue while parked.
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What is an excavator monthly inspection checklist?
An excavator monthly inspection is a structured form used by a competent maintenance person, typically a fleet supervisor or fixed-plant mechanical fitter, to verify the structural and safety-critical condition of a hydraulic excavator on a fixed monthly cadence. It is not a daily pre-start, which is the operators task before the machine starts work, and it is not a hour-based service such as the 250, 500, 1000 or 2000 hour intervals where lubricants and filters are renewed. It is the bridging layer that catches slow-moving wear and damage between hour-based services, with a specific focus on the items most likely to put an excavator on a SafeWork prohibition notice. The scope covers structural weld visual inspection, hose chafing and abrasion across the boom and undercarriage, hydraulic ram pin and bush play measurement, attachment coupler pin retention, ROPS and FOPS certification sticker currency, hour meter audit against the service log, defect log review with the operator, fluid sample submission for the workshop, slew ring bolt torque check on a random sample and a function test under load.
Documented monthly excavator inspection evidence supports two distinct compliance demands. The first is the WHS Regulations 2011 Chapter 5 duty on the PCBU to maintain plant in safe working condition, which is interpreted by SafeWork inspectors as needing a competent-person inspection layer over the top of operator pre-starts. The second is the OEM operator and service manual, which regulation 213 of the WHS Regulations 2011 requires the inspection to follow where it gives recommendations. AS 2550.1 also applies where the excavator is fitted for lifting duty as a crane. A monthly inspection record bridges these standards and gives a supervisor a defensible, dated artefact to point at if an inspector challenges the maintenance regime. It also captures the trended condition data, such as pin play and hose chafing rates, that feeds the next major service planning cycle.
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Benefits of using this excavator monthly inspection checklist
- Structural defect interception: monthly weld visuals catch fatigue cracks at boom-stick pivots, cabin pillars and undercarriage frames before they propagate into a structural failure on site
- Hose chafing prevention: a deliberate underside walk picks up hose abrasion against frame edges before a burst sprays high-pressure oil into the cabin or onto a hot exhaust
- Pin and bush wear tracking: dial-indicator play measurements on attachment, ram and lift arm pins feed a trend that flags coupler failure risk before an attachment drops
- ROPS and FOPS currency: monthly sticker checks intercept expired or damaged operator protective structures before the machine is grounded by an inspector
- Defect log discipline: a sit-down review of the daily pre-start defect log forces unresolved items into work orders rather than letting them accumulate against the operator
- Audit-ready evidence: a stamped, dated monthly record satisfies the WHS Regulations 2011 Chapter 5 expectation for a competent-person inspection layer above operator pre-starts
Benefits of digitising forms in MapTrack
When you digitise excavator checklists in MapTrack, you get:
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- Download any completed form as a PDF, with failed answers listed at the top.
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- Build conditional logic (show or hide questions based on answers).
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- Track service intervals by hours, kilometres or calendar date in one place.
- Attach supplier invoices and parts receipts to each maintenance record.
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What to include in an excavator monthly inspection checklist
This excavator monthly inspection checklist covers 10 key areas:
- Structural weld visual inspection: detailed visual on boom, stick, cabin pillars, undercarriage frame, swing post and counterweight mounting welds, marked penetrant kit available for any suspect indication
- Hose chafing and abrasion walk: full underside walk covering main pump suction and discharge hoses, swing motor hoses, boom and stick ram hoses, track motor hoses and electrical loom chafing points
- Hydraulic ram pin and bush play: dial-indicator measurement on boom pivot, stick pivot, bucket pivot and idler ram pins, recorded against the OEM clearance specification
- Attachment coupler pin retention: hydraulic quick-coupler safety pin engagement check, manual coupler pin and circlip inspection, coupler manufacturer compliance plate verification
- ROPS and FOPS certification: cabin ROPS and FOPS sticker currency check, structural inspection for weld repair attempts or damage that would void the certification
- Hour meter audit: hour meter reading cross-referenced against the service log to confirm 250, 500 and 1000 hour services have been completed on schedule
- Defect log review: review of operator pre-start defect entries since the previous monthly inspection, unresolved items raised as work orders, repeat offenders escalated
- Fluid sample submission: engine oil, hydraulic oil, swing gearbox oil and track final drive oil samples taken and shipped to the lab for elemental and ISO 4406 analysis
- Slew ring bolt torque audit: random sample of slewing ring bolts torque-checked against OEM specification, results trended against previous monthly inspections
- Function test under load: lift, swing, dig and travel cycles completed at rated load, hydraulic relief pressures verified, joystick proportional response confirmed, cutout switches function-tested
How to use this excavator monthly inspection checklist
- 1. Plan the inspection slot: book the machine out of operation for 2 to 3 hours, brief the operator that the supervisor will be on the machine, gather the OEM clearance specification sheet, dial indicator kit, torque wrench, ISO 4406 sample bottles and the previous monthly inspection sheet for trending
- 2. Park, isolate and inspect cold: position the excavator on level ground with the bucket flat on the deck, attachment locked, ignition off and key in pocket, allow the machine to cool, walk the perimeter for obvious leaks and damage before the detailed inspection starts
- 3. Walk the structure: complete the detailed weld visual on boom, stick, cabin pillars, undercarriage frame, swing post and counterweight mounting welds, photograph any suspect indication against the location for follow-up NDT, do not weld-repair anything during the monthly
- 4. Walk the underside for hoses: complete a deliberate underside walk covering main pump hoses, swing motor hoses, boom and stick ram hoses, track motor hoses and electrical loom chafing points, mark any chafed hose for replacement before next shift
- 5. Measure pin and bush play: with the boom resting and rams unloaded, attach the dial indicator to boom pivot, stick pivot, bucket pivot and idler ram pins, lever the linkage against the indicator and record the measured clearance against the OEM specification
- 6. Audit hour meter and defect log: cross-reference hour meter reading against the service log to confirm 250, 500 and 1000 hour services have been completed on schedule, sit with the operator to walk the daily pre-start defect entries since the previous monthly and raise work orders for unresolved items
- 7. Sample fluids and audit slew ring: take engine oil, hydraulic oil, swing gearbox oil and track final drive oil samples into labelled ISO 4406 bottles, torque-check a random sample of slewing ring bolts against the OEM specification, trend the results against previous monthly readings
- 8. Function test under load: re-start the machine, run lift, swing, dig and travel cycles at rated load against a known reference, verify hydraulic relief pressures, joystick proportional response and the operator cutout switches all function within OEM tolerance
- 9. Close the record: stamp the monthly inspection sheet, attach photos, dial indicator readings and oil sample submission slips against the asset in MapTrack, raise defect work orders against the asset, schedule the next monthly date and return the machine to the operator
In MapTrack, you can schedule and track maintenance digitally, by date or meter reading. Each submission is stored as a timestamped PDF against the asset record.
Get the free templateEnter your email above to download the full excavator monthly inspection checklist as a PDF.Back to download formHow often should you complete this checklist?
A monthly inspection is due every calendar month from the previous stamped inspection, regardless of running hours. This monthly cadence is deliberately separate from the operator daily pre-start, which catches obvious shift-by-shift defects, and from the 250, 500, 1000 and 2000 hour services, which renew lubricants and filters on running hours. Machines on heavy 24/7 production duty rarely drift outside the monthly window, while machines in slow utilisation or seasonal yards need the calendar trigger more than ever because corrosion, hose perish and pin seizure all accelerate during low use. Schedule the monthly to align with the operator shift change so the operator can walk the supervisor through any defect log items in person.
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Frequently asked questions
Applicable regulatory standards
This template is a starting point. Check the current requirements that apply to your equipment, work and location. The template alone does not establish compliance.
| Standard | Edition | Clauses this template relies on | Source |
|---|---|---|---|
| Model Work Health and Safety RegulationsInspection by a competent person following the manufacturer's recommendations; annual inspection only where neither recommendation is practicable. | Model WHS Regulations as at 5 December 2025 (cited within as the Work Health and Safety Regulations 2011) |
| Safe Work Australia (drafted by the Parliamentary Counsel's Committee) |
| Model Code of Practice: Managing risks of plant in the workplaceGuidance on how and when a competent person should inspect plant. | November 2024 version (reviewed May 2018; amended 2021, 2023 and 2024) |
| Safe Work Australia |
| Earth-moving machinery - Safety, Part 5: Requirements for hydraulic excavators (ISO 20474-5:2017, MOD)Design and construction safety requirements for hydraulic excavators. | AS 20474.5:2025 | Whole instrument | Standards AustraliaSold by the publisher |
| Earth-moving machinery - Safety, Part 1: General requirements (ISO 20474-1:2017, MOD)General earth-moving machinery safety requirements that Part 5 builds on. | AS 20474.1:2025 | Whole instrument | Standards AustraliaSold by the publisher |
| Cranes, hoists and winches - Safe use, Part 1: General requirementsCrane safe use standard the page applies where the excavator is fitted for lifting duty. | AS 2550.1-2011 | Whole instrument | Standards AustraliaSold by the publisher |
Model Work Health and Safety Regulations
Edition: Model WHS Regulations as at 5 December 2025 (cited within as the Work Health and Safety Regulations 2011)
Inspection by a competent person following the manufacturer's recommendations; annual inspection only where neither recommendation is practicable.
- reg 213: Plant must be maintained, inspected and, if necessary, tested by a competent person, following manufacturer or competent person recommendations; annual inspection applies only if neither is practicable.
- Chapter 5: Plant and structures: general duties for plant, duties for registered plant, and registration of plant designs and items of plant.
Safe Work Australia (drafted by the Parliamentary Counsel's Committee)
Model Code of Practice: Managing risks of plant in the workplace
Edition: November 2024 version (reviewed May 2018; amended 2021, 2023 and 2024)
Guidance on how and when a competent person should inspect plant.
- Section 3.5: Inspecting plant: how and when plant should be inspected by a competent person, reflecting reg 213.
Earth-moving machinery - Safety, Part 5: Requirements for hydraulic excavators (ISO 20474-5:2017, MOD)
Edition: AS 20474.5:2025
Design and construction safety requirements for hydraulic excavators.
Standards AustraliaSold by the publisher
Earth-moving machinery - Safety, Part 1: General requirements (ISO 20474-1:2017, MOD)
Edition: AS 20474.1:2025
General earth-moving machinery safety requirements that Part 5 builds on.
Standards AustraliaSold by the publisher
Cranes, hoists and winches - Safe use, Part 1: General requirements
Edition: AS 2550.1-2011
Crane safe use standard the page applies where the excavator is fitted for lifting duty.
Standards AustraliaSold by the publisher
Each source was read at its publisher and the page checked on 26 October 2026. The publisher's current text is the authority.
Excavator Monthly Inspection Checklist preview
The numbers behind this excavator monthly inspection checklist
The pages below gather the figures behind this kind of check. Each figure on them carries its source and date, so you can quote it in a toolbox talk, a budget case or a board paper without chasing the original report.
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<p style="font-size:12px;font-weight:700;letter-spacing:0.05em;text-transform:uppercase;color:#071D49;margin:0;">Free template</p>
<p style="font-size:18px;font-weight:700;color:#071D49;margin:6px 0 0;">Excavator Monthly Inspection Checklist</p>
<ul style="margin:12px 0 0;padding-left:18px;color:#374151;font-size:14px;line-height:1.6;">
<li style="margin:4px 0;">Structural weld visual inspection: detailed visual on boom, stick, cabin pillars, undercarriage frame, swing post and counterweight mounting welds, marked penetrant kit available for any suspect indication</li>
<li style="margin:4px 0;">Hose chafing and abrasion walk: full underside walk covering main pump suction and discharge hoses, swing motor hoses, boom and stick ram hoses, track motor hoses and electrical loom chafing points</li>
<li style="margin:4px 0;">Hydraulic ram pin and bush play: dial-indicator measurement on boom pivot, stick pivot, bucket pivot and idler ram pins, recorded against the OEM clearance specification</li>
<li style="margin:4px 0;">Attachment coupler pin retention: hydraulic quick-coupler safety pin engagement check, manual coupler pin and circlip inspection, coupler manufacturer compliance plate verification</li>
<li style="margin:4px 0;">ROPS and FOPS certification: cabin ROPS and FOPS sticker currency check, structural inspection for weld repair attempts or damage that would void the certification</li>
<li style="margin:4px 0;">Hour meter audit: hour meter reading cross-referenced against the service log to confirm 250, 500 and 1000 hour services have been completed on schedule</li>
</ul>
<p style="font-size:13px;color:#6B7280;margin:14px 0 0;padding-top:12px;border-top:1px solid #E5E7EB;">Free <a href="https://www.maptrack.com/templates/excavator-monthly-inspection-checklist" style="color:#071D49;font-weight:600;text-decoration:none;">Excavator Monthly Inspection Checklist</a> by MapTrack</p>
</div>Free to reuse, including commercially. This template is published under a Creative Commons Attribution 4.0 licence. Copy it, adapt it, put it on your own site or in your own docs. All we ask is that you credit MapTrack with a link back to this page. The snippet above already includes that credit, so if you use it as-is you’re covered.
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Writing about this topic? You’re welcome to quote this checklist. Here’s the wording to use so your readers can find the original.
The MapTrack excavator monthly inspection checklist contains 37 checks across 7 sections.
- Short attribution
- MapTrack Excavator Monthly Inspection Checklist, https://www.maptrack.com/templates/excavator-monthly-inspection-checklist
- Reference list
- MapTrack. (2026). Excavator Monthly Inspection Checklist [Checklist template]. Retrieved from https://www.maptrack.com/templates/excavator-monthly-inspection-checklist
Free to reuse with credit under a Creative Commons Attribution 4.0 licence. If you’d rather link straight to it, the page is https://www.maptrack.com/templates/excavator-monthly-inspection-checklist.
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